Administrative Assistant

Job Description

Job Title: Administrative Assistant

Location: CAMFED Ghana, Accra Office

Contract: Fixed Term Contract

Reporting to: Administrative Coordinator

Please note we will only be accepting applications from candidates with the Right To Work in the locations above

Please note: CAMFED will never request applicants to pay a processing fee or to provide personal or financial information for recruitment purposes. If you have any concerns please contact recruitment@camfed.org

Principle Accountability

Under the supervision of the Administrative Coordinator, the Administrative Assistant is responsible for managing the front desk, coordinating office facilities operations, and supporting the organization of meetings and office logistics. The role ensures a safe, welcoming, organized, and efficient office environment for staff, partners, and visitors.

Who we are

CAMFED (the Campaign for Female Education) is internationally recognized as a leader in girls’ education, for its child protection policy and practice, and as a voice for girls’ education and women’s empowerment at the highest levels. Founded in 1993, CAMFED supports girls throughout their primary and secondary school years and supports women to transition to productive and fulfilling livelihoods and onto leadership, as role models, activists, and philanthropists. CAMFED operates in Ghana, Tanzania, Zambia, Zimbabwe, Kenya and Malawi.

Specific Accountabilities

· Coordinate day-to-day office facilities operations including liaison with cleaning, security, utilities, and maintenance vendors;

· Monitor and follow up on facilities issues to ensure timely resolution;

· Monitor office supplies and consumables and coordinate replenishment;

· Support compliance with health, safety, safeguarding, and workplace standards;

· Maintain facilities records including service schedules and vendor contacts;

· Support workspace setup for new staff and visitors;

· Support scheduling and coordination of office vehicles in line with approved requests and procedures;

· Maintain vehicle booking schedules and support monitoring of vehicle usage and fuel consumption records;

· Support fuel requisition processes and related documentation in line with internal controls;

· Support preparation and submission of EPRFs and supporting documentation in line with financial procedures;

· Support booking of flights, accommodation, and travel logistics in line with approved requests and travel policies;

· Maintain logistics records including vehicle usage, fuel logs, and travel documentation;

· Liaise with service providers and vendors in coordination with the AdministrativeCoordinator;

· Support scheduling and logistics for internal and external meetings;

· Prepare meeting rooms including setup, materials, refreshments, and equipment checks;

· Serve as the first point of contact for visitors, partners, and callers in a professional and welcoming manner;

· Manage the reception area to ensure it is tidy, safe, and presentable at all times;

· Receive, screen, and direct phone calls and enquiries appropriately;

· Receive and manage incoming and outgoing mail, courier services, and deliveries;

· Maintain visitor logs and ensure compliance with safeguarding and office access procedures;

· Any related tasks that may be assigned by the Supervisor.

Person Specification

● Degree in Business Administration, Office Management, or related field;

● Minimum 2–3 years’ experience in administration, reception, or office coordination;

● Experience supporting office facilities or operations is an advantage;

● Good working knowledge of Microsoft Office or Google Workspace;

● Experience working in NGO, non-profit, or multi-stakeholder environment is an advantage;

● Demonstrable interest in working with communities and supporting organizational mission.

Essential

● Strong organizational and time management skills;

● Strong interpersonal and customer service skills;

● High level of professionalism and confidentiality;

● Ability to multitask and manage competing priorities;

● Proactive approach to problem solving;

● Strong attention to detail;

● Ability to work collaboratively in a team environment;

● Professional, reliable, and accountable;

● Respectful of organizational values and communities served.

The duties and responsibilities in this role profile are not exhaustive and are subject to change following the needs of the organization. A job profile needs to be flexible enough to allow us to be adaptive as an organization.

CAMFED Values

The post holder is expected to live the CAMFED values which are:

● Focus on the girl as client

● Partner with the Community

● Be transparent and accountable

Equality, Diversity and Inclusion at CAMFED

CAMFED is an equal opportunity employer, committed to creating an inclusive environment for all employees. We welcome applicants from diverse backgrounds, including those from marginalised communities.

All official communication pertaining to job applications and interviews will be exclusively conducted through CAMFED's official channels. These can be found on our website (http://www.camfed.org). CAMFED will never request applicants to pay a processing fee or to provide personal or financial information for recruitment purposes.

CAMFED has a zero-tolerance approach to sexual exploitation, abuse, discrimination and harassment in all forms. All applicants will, therefore, be subject to a comprehensive verification process, which includes background and reference checks, as well as verification of qualifications.